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Understanding Your Response Data Set (EX)

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Attention: Many links on this page link back to pages regarding standard Qualtrics surveys, not just EmployeeXM. Detailed below are the differences you will need to be aware of on each page. While some content may look slightly different when creating your EmployeeXM, feature functionality remains the same.
Qtip: This page describes functionality available to Engagement, Lifecycle, and Ad Hoc Employee Research projects. For more details on each, see Types of Employee Experience Projects.

About “Understanding Your Response Data Set”

For additional analysis outside of Qualtrics, you can download a data set file for any EmployeeXM project. This data set includes all your survey’s raw response data, including question responses, participant information, and more.

Similar to the Survey Platform, the file can be exported with the Data Table or Legacy option. In EmployeeXM response exports, there are key differences between the data exported in these two options; we highly encourage you to use Data Table.

Attention: The file referenced in this page was downloaded in the CSV format and is opened in Excel. It has also been formatted using the Excel Wrap Text feature for easier reading. Other file formats include the same data points, but may display the contents with a slightly different layout.

Columns that Appear in All Exports

While there are many columns that appear in just Data Table or just Legacy exports, there are several that appear in both.

Participant Name, Participant Email, and Parent Unit

The major difference between Legacy and Data Table is the inclusion of identifying information. The participant’s name appears in the Participant Name column in Last name, First name format. The participant’s email address appears in the Participant Email column.

The Parent Unit column contains the location of the participant in your company hierarchy. This will appear as the unit or manager name. This does not appear in Lifecycle or Ad Hoc Employee Research project exports, just Engagement exports.

Qtip:In Legacy exports, these fields are present, but have different names: PersonName, PersonEmail, and Org Hierarchy.

Question Data

Columns are headed with the question labels (Q1, Q2, etc.) and the beginning lines of the question text. Simple questions (Text Entry, Multiple Choice – Single Answer, etc.) will be contained in one column, but more complex questions (Matrix Table, Side by Side, etc.) will be broken across columns.

Question data columns in an Excel spreadsheet

Data can be downloaded either as “numeric values” (the coded value of the answer choice) or “choice text” (the text of the question). More information about the options for exporting your data can be found on the Exporting Response Data support page.

If the coding of your choices doesn’t match your expectations, you can always return to the Survey tab to change them and then export your data again. You can also export your survey to Word to retrieve a code book outlining how each choice is coded in the dataset.

Embedded Data

For surveys using Embedded Data in the Survey Flow, Embedded Data information is included.

An Embedded Data column simply named Condition highlighted in an Excel spreadsheet

Randomization Data

If you select the checkbox for Export viewing order for randomized surveys in your More Options menu, you will see randomization columns following your question response data. There will be one column for each randomizer in your survey.

Randomized question order data columns in an Excel spreadsheet

In the example above, the order of the questions was randomized and the columns show the order each question appeared in the sequence. Note that the question numbers are in the headers.
Randomized block order data columns in an Excel spreadsheet

In the example above, one element was randomly presented from a list of three. The columns indicate which element was shown to the respondent by placing a 1 beneath the column labeled for the element presented.

Qtip: Confused about how to read the headers in the second example? Because the Survey Flow Randomizer was used in this example, the column displays Flow IDs instead of Question IDs. You can retrieve Flow IDs by going to your Survey Flow and selecting Show Flow IDs in the top-right corner.
Show Flow IDs setting in the top-right corner of the Survey Flow

StartDate and EndDate

The StartDate column indicates when the participants first clicked the survey link. The EndDate column indicates when the participants submitted their survey. If the entry is a partial response, this date will indicate the last time the participant interacted with the survey.

Qtip: If your Start Date and End Date columns in Excel contain ######, try making the columns wider. Excel uses # symbols when a date won’t fit.

Status

The value in the Status column indicates the type of response collected. There are three main possible statuses:

Responses are flagged as spam if multiple identical responses are received from the same IP address within a 12-hour period. The similarity of the responses is key so that respondents who are filling out the same survey on the same computer in a short period of time (such as in a lab) are less likely to be flagged. The 12-hour period ensures that for shorter surveys with only so many combinations of response, valid responses aren’t as likely to be flagged as spam if they occurred some time apart from each other.

IPAddress

This column includes the participant’s IP address.

Finished

This column details whether the response was submitted or closed. A “1” or “TRUE” indicates the participant reached an end point in their survey (e.g., hitting the last Next/Submit button, being screened-out with Skip or Branch Logic, etc.). A “0” or “FALSE” indicates the participant left their survey before reaching an end point and the response was instead closed manually or due to session expiration.

ResponseID

The ResponseID is the ID Qualtrics uses to identify each response in the database. This unique identifier is provided as a reference and generally does not have a use in data analysis.

LocationLatitude and LocationLongitude

The location is an approximation determined by comparing the participant’s IP address to a location database. Inside the United States, this data is typically accurate to the city level. Outside the United States, this data is typically only accurate to the country level.

Data Table Export Columns

This section details data only available in the Data Table export. This information will not appear in the Legacy export.

Participant Unique Identifier

This column contains each participant’s unique identifier.

Qtip: If you are importing participants’ response data, the unique identifier is how the response is linked to the correct participant.

Metadata

The major difference between Data Table and Legacy exports is the inclusion of participant metadata. Any metadata saved with your participants will appear in these columns.

Metadata data columns simply named Department and Employee ID in an Excel spreadsheet

Progress

The Progress column shows the progress a participant made in the survey before finishing. For those marked as “1” or “TRUE” in the Finished column, the Progress is marked 100, regardless of whether they were screened out. For those whose responses are marked “0” or “FALSE,” you will get an exact percentage of how far they got in the survey based on what question they left off on.

Duration

The number of seconds it took the respondent to complete the survey. This is the entire duration of the response; if a respondent stops in the middle of the survey, closes the browser, and comes back another day, that time is counted.

Qtip: While the export measures duration in seconds, in the Data tab this field is displayed in hours:minutes:seconds.

Recorded Date

This column indicates when a survey was recorded in Qualtrics. For users taking surveys online, this date and time will be very similar to End Date. However, for responses that are imported, Recorded Date will often differ from End Date, instead reflecting when you manually uploaded the results, not when the survey taker finished.

Qtip: Noticing a difference of several minutes between End Date and Recorded Date? A slow internet connection can delay the time between when the participant submits their survey data and when Qualtrics officially saves it to the website.

Legacy Export Columns

Qtip: If your brand has unique identifiers enabled, you do not have Legacy export options.

This section details data only available in the Legacy export. This information will not appear in the Data Table export.

Qtip: Response edits do not appear in legacy exports.

PersonID

The PersonID is an ID unique to the user that is not useful for reporting, but that you can use to search for the user in the Participants section or on the Admin page.

Score, Response Set, and Location Accuracy

Scoring is a feature in the Survey Platform and 360, but not Engagement, Ad Hoc Employee Research, or Lifecycle. Response Sets is a feature that is no longer used. Location Accuracy is an estimate of location accuracy.

File Format Differences

Though all file types download the same data fields described above, each features a layout that may be slightly different. These are much the same as the the file formats available for the Survey Platform, so read the support page on different file types for Survey Platform exports for more detailed information.